Manage process groups

You can use process groups to organize your processes and provide levels of access and accountability for the processes within the process groups.

Create, access, and manage process groups

1. Go to Admin > Manage Groups on the top-right of your Nintex Process Manager site to view and manage your process group details.
   Process group details

   Column name	Description
   Process Group	This column allows you to rearrange processes and groups. Icons indicate the various groups and processes, with a + button to expand the structure. groups processes in-progress process embedded process suggested process You can drag-and-drop processes and groups in this column to reorder them. To move a process, drag it and hover over the destination group to open it. Note: Process Group Champions can move processes within their designated process group only.
   Subgroups	The number of subgroups per group. This does not include the number of groups nested under subgroups.
   Stakeholders	The number of group stakeholders, such as process approvers, process editors, or automation specialists. This number includes stakeholders for subgroups but does not include numbers for groups nested under subgroups. Note: The count increases by 1 for the addition of a role under stakeholders, however, a role can be associated with multiple users.
   Roles	The number of roles assigned to a group.
   Users	The number of users assigned to a group. For more information on roles and users, see How can I assign assign permissions to subgroups?

2. Click the Add Group button to create a new top-level group.

3. Click next to any process group Process groups are a collection of processes that share a common theme or objective. Process groups enable you to organize and manage your processes, arranging them in helpful categories and controlling who has access to them. in the Manage Groups tree view to access the following options described in the table below:

   • Edit Process Group
   • Manage Stakeholders
   • Add New Subgroup
   • Sort by Name (A-Z)
   • Sort by Type (A-Z)
   • Import/Export
   • Convert to document only group
   • Delete Process Group

Manage Groups options

Option	Description
Edit Process Group	Edit Process Groups allows you to rename a process and view and edit process champions and process group permissions. Permissions let you restrict certain process groups to certain roles and users only. They let you decide who can see or access your process groups and subgroups. For more information, see How can I assign assign permissions to subgroups? Note: A user must also have permissions to the parent folders in order to see a process. Click next to a process group and then click Edit Process Group. Hover over the Process Group Details box and click to rename the process group. Under Process Group Permissions, select process group champions and click the drop-downs to select roles and users to assign to the process. Note: You can also use the Download process group user access report option view a list of users, inherited or otherwise, who can access the process group. Click Save.
Manage Stakeholders	Stakeholders are those with an active interest or responsibility in the process group. They include group editors, document owners, and if you are using the Process and Document Approval Add-on - process approvers and publishers. Click next to a process group and then click Manage Stakeholders. In the Edit <process group name> Stakeholders dialog box, click to select the Process Editors. Process editors can edit the process group, the sub groups, and the processes contained within them. Select an option under Process Approval Type: Sequential: Select this option to follow a sequential order in the approval workflow for the selected process group.  Under Re-order sequence by approver type, drag and drop the approver types based on the order to be followed for the approval workflow. The approval sequence starts with the first stakeholder on the list. The following is the default approval order: Process expert Process owner Variation expert (if variations are enabled) Process approvers: Added at the process level Group approvers: Click to add group approvers. Note: If a risk applies to a process, the risk manager is automatically applied as the first approver for that process. If the approver is a role, all users within the role will be required to approve at the same time. Simultaneous (default): Select this option to have approvers simultaneously follow the approval workflow for the selected process group. Click to add Group approvers. Note: Group approvers must approve every process in the group and cannot be removed at the sub group level. However, you can add different group approvers for sub groups. Click to select Process Publishers. Note: If no process publishers are selected, Promasters are the default publishers. Processes can be set to auto publish if no publishers are named under Admin > Configure. Click to add document owners if document approval is turned on and select the options to include process group champions, owners, and experts. Click Save.
Add New Subgroup	A subgroup is a process group within a parent process group. Click next to a process group and then click Add New Subgroup. Enter a name for the new group.
Sort by Name (A-Z)	Sort processes within the process group tree alphabetically from A-Z. Click next to a process group and then click Sort by Name (A-Z). Click Save all changes. Note: Roles and users assigned to a parent group will be inherited by subgroups.
Sort by Type (A-Z)	Sort the process groups types in the following order and then arrange levels beneath them alphabetically from A-Z: Suggested processes Normal processes Embedded processes Groups
Import/Export	If enabled for your Nintex Process Manager site, you can import and export processes and process groups using XML files generated by Nintex Process Manager. For more information, see Import/Export process groups.
Convert to document only group	Document only groups are set up to store documents, not processes, and can be used to support documentation you want to use in various places across your site. For more information, see document only groups.
Delete Process Group	Deletes the process group if there are no associated processes or documents with a status of in-progress, published, or archived.

Note: 
To administer other sections, click Manage Users or Roles and Responsibilities.
Changes made to sort or move groups and processes under Manage Groups will be reflected in the Process area.

Enable first to approve

The first to approve feature is an extension of the Sequential Approvals feature that allows a role within a group to approve on the behalf of other roles.

For example, if the first group of approvals in a sequence is the Account Manager role, with first to approve enabled only one user within that role needs to approve the process. This is going to continue for every role in the group that needs to approve, only one user per group needs to approve.

1. From the group edit pop-up, select the Manage Stakeholders option.

2. In the Process approval type drop-down, select Sequential Approval.

3. In the Role Settings section, select the Only one user in a role must approve option.

4. Once the option is selected click the Save button to enable first to approve for that group.

Process group permissions FAQs